Project Coordinator provides management for an education, research &/or operations program/project, recommending goals, assessing feasibility and ongoing performance & providing day-to-day oversight of administrative & operational functions. The NIH Toolbox Project Coordinator will act in various roles to support the growth and ongoing maintenance of the NIH Toolbox. Duties will include (but are not limited to) managing translations, formalizing internal workflows, coordinating various efforts, acting as a liaison between technology and scientists and supporting various marketing efforts (e.g., convention presentations). The program/project is summarized below. (Definitions: Program: plan or system of taking action toward a goal. Project: planned actions with specified beginning & end.).
Areas of responsibility:
Budget & Financial
Manages day to day operations.
Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained.
Manages design and development of program databases; compiles & analyzes data; prepares reports.
Reviews processes and recommends changes to incorporate state-of-the-art technology as appropriate into administrative, recruitment, marketing, and educational components.
Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.
Acts as liaison to IT to ensure technology systems are properly installed & maintained.
Budgets & Financial
Participates in budget preparation.
Maintains budget & associated analysis & reports.
Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
Reviews; ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
Processes transfer &/or appropriation charges & may balance &/or close accounts.
Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers/vendors; corrects or escalates.
Communication, Outreach & Recruitment
Develops coordinated, consistent marketing and brand messages.
Creates state-of-the-art website.
Incorporates social media and networking into program/project aspects as appropriate.
Strengthens partnerships with external resources by defining, promoting and marketing benefits of participation and involvement to the organization.
Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.
Reviews market trends to recommend future plans to increase revenue, participation, engagement, etc.
Observes program sessions and interacts with participants for purpose of gaining consumer insight, growing and strengthening program knowledge, and optimizing client satisfaction.
Coordinates the collection, analysis & reporting of required information for surveys, review documents, public information documents, etc.
Analyzes evaluation data from instructors, students, participants, etc. to assist in program/project development and updates.
Implements corrective actions required as a result of surveys or other indicators.
Coordinates programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
Develops plans and arranges meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU.
Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.
Coordinates faculty recruitment, appointment & credentialing processes including placing ads, candidate communication & visit.
Provides support for preparation of Promotion & Tenure cases.
Supports faculty in development and approval of new courses, faculty payments, classroom coordination, evaluations, and grading.
Grants & Contracts
Partners with NU development office and grant manager to identify and seek program funding.
Works closely with faculty to encourage and help undergraduate students arrange research.
Prepares proposals; provides administrative guidance for grant preparations including budgets and justifications.
Identifies grant funding.
Manages program/project curriculum, seminars, presentations, workshops, learning experiences, chat rooms, websites, social networking, etc. based on goals/objectives.
Manages academic quality and continued growth and expansion.
Identifies & obtains external expertise as needed and works with content experts for current and new programs.
Reviews programs/projects to increase efficiencies to support growth.
Manages speaker selection, communication, and topic development.
Leads program/project updates and improvements.
Administers & maintains existing strategic plans.
Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in functional operations.
Supervises 1-2 staff &/or provides work direction.
Performs other duties as assigned.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
1 year program/project administration or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Ability to interact professionally with faculty, vendors, and support staff.
Ability to manage and prioritize competing time demands.
Experience managing project schedules and deliverables.
Knowledge of basic project management principles.
Experience with organizing and presenting to groups.
Key eye-to-detail with the ability to edit technical documents and find inconsistences.
Experience in psychology, and basic understanding of psychological testing.
Experience with technology, including Apple applications and API.
Experience with foreign languages and/or foreign language translations.
Preferred Competencies: (Skills, knowledge, and abilities)
Experience with project management software (e.g., MS Project, Base Camp).
Experience with formalizing and documenting workflows.
Experience with quality assurance or product support (e.g., answering customer questions, customer service) is a plus.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 35436
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.